Sell, top up and spend VEXiON gift cards at the Papaya till, and complete online orders that the customer pays at the counter.
VEXiON gift cards work at the Papaya till. One item on the till does everything: selling a new card, topping up an existing one, and completing an order the customer already placed online.The balance lives in VEXiON, not in Papaya. The till reads it live every time a card is scanned, so the same card works at every one of your locations.
Selling and topping up. One till item, VEXiON GIFTCARD, sells a new card and tops up an old one. The quantity carries the amount.
Physical cards. A pre-printed card is activated and funded at the till, in one bill, without touching the dashboard.
Spending. The customer scans their card on an ordinary bill and the balance pays for it, up to the coverage limit you set.
Online purchases and order forms. A customer who bought online and chose to pay at the counter arrives with a code. The cashier collects the money and the card is created moments later, at the counter.
The messages the till shows are always in Slovak, whatever language the tablet is set to. The common ones are listed with their meaning further down this page.
A gift card exists in VEXiON. Create one under Gift Card. To sell pre-printed cards over the counter you also need a batch of physical gift cards, and to complete GC- order codes at the till the card needs online sales turned on.
Enable Gift Cards is on in the Papaya panel of the VEXiON dashboard.
The VEXiON GIFTCARD item exists on the till and VEXiON can see it on the synced menu. That is Step 1 and Step 2 below.
A customer holds one card. Somebody with a gift card has no stamp or reward card, so the two never meet on one bill. Two customers cannot share a bill either: scan a second customer’s card on a bill that already carries a VEXiON discount and the till says so and issues nothing.
Map every till of an account, or none of them. For a card sale to be credited to the right shop, the till’s sale place must be mapped to a VEXiON location in the Location Mapping card at the top of Settings > Integrations (Manage all mappings). The moment one sale place on an account is mapped, every other unmapped till on that same account stops resolving a location at all. Partial mapping is worse than no mapping. Sales still record correctly, they simply carry no location, and the cross-location settlement is not created for them.
Step 1: create the till item in the Papaya web administration
The item can only be created in the Papaya web administration. Menu editing is switched off on the tablet.
1
Open the item list
In the Papaya web administration go to Menu položky (menu items).
The item list, filtered to the VEXiON items
2
Add a new item
Click Pridať položku (add item). Do not reuse an item you already sell.
The add item button
3
Fill in the item
Field
Value
Name
VEXiON GIFTCARD
Category
Kupón
Item type
Kupón (recommended)
Price
1,00
VAT
0 %
Always show the count dialog
on
Type the name in capitals and without diacritics, exactly as shown, so that nobody can mistype it.
The full item form, filled in
4
Choose the category and the item type
Put the item in the Kupón category and give it the item type Kupón. That type is what we recommend, and your accountant decides the final answer, because the item type affects how the sale is booked.
The options available in the Menu kategória field
The options available in the Typ field
5
Turn the count dialog on
In the Nastavenia (settings) part of the form, tick Vždy zobraziť dialóg na zadanie počtu / predaného množstva (always show the dialog for the count or the quantity sold). Without it the cashier has to tap the tile once per euro.
The count dialog setting in the Nastavenia panel
Why the price is 1,00. Papaya carries the amount in the quantity, so with a price of one euro the rule at the till is simply count = the amount in euros. A 50 € card is a quantity of 50.
Confirm the item type and the VAT rate with your accountant. A VEXiON gift card is a multi-purpose voucher: at the moment of sale nobody knows which goods the credit will buy, so the sale line carries 0 % VAT and the tax falls due later, on the goods the customer takes. The 0 % rate follows from that. How you book it is your accountant’s decision, not ours.
The name is the only thing that counts. There is no product mapping, no product id and no allow list anywhere. VEXiON recognises the line by two words in its name: the brand VEXiON and a gift word. That is what makes it safe. Your own Darčekový balíček never carries the brand word, so it can never load money onto a card. Older names such as VEXiON Darčeková karta, VEXiON Poukaz or VEXiON Dobitie still work if you already created one.
The item now exists in the Papaya administration. Two separate imports have to happen before it can be used.
1
Sync the menu into VEXiON
In the VEXiON dashboard open the Papaya integration and press Sync Menus. Under Gift Card Settings, the Product in POS badge turns green and reads Found on the synced menu.
The Sync Menus button in the Papaya integration, above the synced product list
2
Import the menu on the till
On the tablet, run Import menu. This is what puts the tile on the cashier’s screen.
Importing the menu on the till is not enough on its own. The green badge in the dashboard confirms that VEXiON has the item on the menu it reads. If the badge stays orange and reads Not on the synced menu yet, check the name in the Papaya administration and press Sync Menus again.
Before the first successful sync that badge is orange, sits beside the item name in the Gift Card Settings block, and carries a short hint on where to create the item.
Open the Papaya integration in the VEXiON dashboard and turn Enable Gift Cards on. The Gift Card Settings block appears under it.
Gift Card Settings in the VEXiON dashboard, with the item found on the synced menu
Setting
Where it lives
What it does
Enable Gift Cards
Integration Settings
Until this is on, a scanned gift card only reports that gift cards are switched off, and nothing is recorded
Minimum amount
Prepaid Value Range
The smallest single sale or top up. Default 10,00 €
Maximum amount
Prepaid Value Range
The largest single sale or top up. Default 1000,00 €
Enable Bonus Credits
Gift Card Settings
Adds free credit on top of every sale and top up
Bonus Percentage
Gift Card Settings
How much free credit. A 50,00 € sale at 10 % loads 55,00 € onto the card and the customer pays 50,00 €
Max bill coverage
The reward card block, shared with cashback
The largest share of one bill a gift card may pay. At 90 % a 3,95 € bill takes 3,56 € off the card and the customer pays the remaining 0,39 €
An amount outside the range is refused, never rounded. If the range is 10 to 1000 and the cashier puts 5 on the bill, nothing is credited, not even after the bill is paid. The till says Suma dobitia musí byť od 10,00€ do 1000,00€. Fix the quantity and scan again.
Max bill coverage is one setting shared with cashback. It is edited in the reward card block, which is visible only while Enable Point Cards is on with Reward Cards selected. It applies to both. Without it, a gift card can cover up to 100 % of a bill. Allowed values are 5 to 100 %. Setting it below 100 % means part of every bill is always paid normally.
Every gift card operation starts the same way as any other VEXiON scan: open DISCOUNT/SURCHARGE (ZĽAVA/PRIRÁŽKA) at the top right, and scan there. See Working at the till for the basics.
Ordinary goods may share the bill and the card is still sold for the amount on its own line. What must not be on the bill is a Papaya discount, or another customer’s VEXiON coupon.
The VEXiON GIFTCARD tile on the till
2
Type the amount as the quantity
The count dialog opens. Type how many euros the card is being sold for: a 30 € card is 30. Leave Refund item unticked.
The count dialog on the gift card item
3
Check the bill line
The bill reads VEXiON GIFTCARD 30 x 1,00 € = 30,00 €, a positive line.
The gift card sale line on the bill
4
Scan the QR code on the physical card
The till reports what will happen: Darčeková karta 30,00€ + bonus 3,00€ sa aktivuje po zaplatení. No discount is added to the bill, which is correct.
The message before payment when a new card is being sold
5
Take the money and close the bill
The card is activated and funded with the bonus on top, a short moment after the payment. See When the card is really funded below.
When the card is really funded, and why it is not instant. Nothing appears on screen when the bill is paid, because the message only ever comes at the scan. The money does not land in that second either. Papaya still reports the bill as open at the moment it confirms the payment, so VEXiON waits until Papaya confirms that the bill is closed and funds the card then. VEXiON checks the bill again after 20 seconds, 1 minute, 5 minutes, 30 minutes, 2 hours and 6 hours, and then every hour. The card is normally funded within about a minute of the payment. VEXiON stops checking 24 hours after the scan, and it reads the bill one last time before it does, so a bill paid in the last minutes still funds the card. If the bill is still open then, the credit expires. VEXiON does not try again and does not fund the card later by itself, so a bill paid after that point never reaches the card and you must add the balance by hand. If Papaya reports the bill as cancelled, VEXiON drops the credit and the card is not funded. If the bill closes with a lower total than it had at the scan, VEXiON does not fund the card either. A cashier who checks the balance the instant the drawer opens still sees the old figure, and nothing has gone wrong. The same wait applies to a top up and to an order code. Paying with a card is different: that comes off the balance straight away.
Scan the card after the item is on the bill, not before. Scanning an inactive card on a bill with no sale line does nothing and the till asks for the item: Karta nie je aktivovaná. Pridajte položku 'VEXiON GIFTCARD' (počet = suma v €) a naskenujte znova.
Exactly the same steps as selling a new one. The only difference is that the card is already active, so the cashier scans the customer’s existing card.In the card’s Activity, a top up shows as Gift card topped up, not as a sale, and it sends you no sale email. Selling a new card shows as Gift card sold, and you get one sale email for it.The message names the top up and the balance, for example Dobitie 15,00€ + bonus 1,50€ sa pripíše po zaplatení | Zostatok: 222,93€.
The message before payment when a card is being topped up
The balance in that message is the balance before the top up. The new credit lands a short moment after the bill is paid, not at the scan, exactly as it does on a card sale.
A card bought online needs no top up at the till. It is spendable the moment the online purchase completes. Employee cards can pay but cannot be topped up; the till says Zamestnaneckú kartu nie je možné dobíjať.
If the bill carries the VEXiON GIFTCARD item, selling wins. No amount is ever taken off a card on that bill, even if the customer scans a card with money on it. The till reports the top up and offers no discount.Ordinary goods on the same bill are fine. The till works the amount out from the VEXiON GIFTCARD line alone and ignores the rest of the bill, so a 50 € card sold next to a 7,90 € coffee sells for 50 € and funds the card normally. That was measured on real bills.A tier discount is withheld on such a bill, and the till says why: Zľava sa na predaj darčekovej karty nevzťahuje, predajte ju na samostatnom účte. Papaya spreads a percentage discount across every line of a bill, so a 10 % tier would sell 50 € of credit for 45 €.
A Papaya bill discount and a gift card must never meet on one bill. Papaya’s own discount, the one applied from the DISCOUNT/SURCHARGE dialog, reprices every line of the bill, and the VEXiON GIFTCARD line with them. Take 20 % off a bill that sells a 50,00 € card next to 7,90 € of goods and the bill closes at 46,32 €, the gift card line reads 40,00 €, and the card is funded with 40,00 € plus its bonus. The customer pays less and the card is worth less, which is almost never what anybody intended. An order code fares worse, and it is refused whichever order the two are done in. Scan the code on a bill that is already discounted and the till answers Suma na účte 40,00 € nesúhlasí s objednanou sumou 50,00 €, naming both figures. Discount the bill after the code was accepted and the refusal lands at payment instead, with the money already in the drawer and no card loaded. One more trap: a discount already on the bill disappears when a card or a code is scanned through that same dialog, so the message and the bill can quote different amounts. Never discount a bill that carries a gift card.
Goods can share the bill, a discount cannot. Sell or top up the card on its own bill whenever the customer is getting a discount of any kind, and take the discounted purchases on a second bill.
Open DISCOUNT/SURCHARGE and scan the customer’s QR code.
3
Read the message
A VEXiON-GIFT line is added to the bill. The message names the amount used and what is left on the card, for example Darčeková karta -7,11€ | Zostatok: 2,89€.
4
Take payment for the rest
The total on the bill drops by the gift card amount. Pick the payment method for the remainder as usual and close the bill.
The message right after the card is scanned
A closer look at the VEXiON-GIFT line, here on another bill with the same amounts
The card is charged when the till completes the bill, and for exactly the amount the line on the bill showed. Papaya can complete the bill before the payment is tendered. If the guest changes their mind, delete the VEXiON-GIFT line before paying and nothing comes off the card. Afterwards the amount is not returned, because Papaya sends VEXiON nothing on a storno.
When the card covers the whole bill, the total is 0,00 €. That can only happen at 100 % coverage, which is the default when Max bill coverage has not been changed. The Papaya till treats a bill of zero as a refund and refuses to close it unless the cashier holds the Vrátenie tovaru (goods return) right. Either give that right to the cashiers who need it, or lower Max bill coverage below 100 % (the field is visible only with Reward Cards selected).
Scanning the same card twice adds no second line. The till repeats what was already applied: Darčeková karta -7,11€ už bola uplatnená. If the amount needs to change, delete the VEXiON-GIFT line and scan again, and the amount is worked out afresh.
How much comes off. The smaller of three numbers: what is on the card, the Max bill coverage share of the bill, and the bill itself. The customer pays the rest normally. A card can never go below zero.
If the customer wants to use only part of their balance, the amount is carried by the VEXiON Odmena item, exactly as it is for cashback.
1
Add VEXiON Odmena first, on an empty bill
Tap the product, a number pad opens, and type how many euros the customer wants to use. Decimals work.
2
Ring up the order
Add the products the customer is buying.
3
Scan the card
The line on the bill is for that amount, capped by the balance and by Max bill coverage.
The number is euros, never points. A customer with 104 points on a card worth 0,01 € per point has 1,04 €, so the cashier types 1,04. Typing 104 asks for 104 € and simply gets everything the customer has. The full explanation is in Card types and point setup.
Ask for more than the card holds and the whole balance is used instead, with (celý zostatok) added to the message. Nothing is lost and nothing goes wrong.
A customer who bought a gift card online or filled in your order form, and chose to pay at the counter, arrives with a QR code on their own screen instead of a card. That QR is the order code, and the code itself starts with GC- or gft. Nothing has been paid yet.
1
Add VEXiON GIFTCARD to the bill
Quantity = the ordered amount in euros. A 50 € order is 50. Goods may share the bill, a Papaya discount may not, as the warning above explains.
2
Scan the code
If it will not scan, the customer can read the code out from their screen.
3
Read the message
When everything matches, the till says Aktivácia darčekovej karty 50,00 € po zaplatení.
The message before payment when an order code is being completed
4
Take the money and close the bill
The gift card is created a short moment after the payment, once Papaya confirms that the bill is closed, normally within about a minute. The customer receives the confirmation by email a few minutes later.
The amount in the message is what to collect. The bonus is deliberately left out of it, because the customer does not pay for the bonus. It is added to the card automatically.
A wrong quantity is refused, and the message names both figures, for example Suma na účte 40,00 € nesúhlasí s objednanou sumou 50,00 €. Correct the quantity on the line and scan the code again. Nothing is claimed by the refusal, so the code stays valid. A Papaya discount on the bill causes the same refusal, because it lowers the gift card line below the ordered amount.
Remove any VEXiON coupon from the bill first. If another customer’s discount line is already on the bill, the code is refused with Odstráňte kupón z účtu a naskenujte kód znova. Delete the line, or handle the code on a separate bill.
Three things worth knowing about codes:
The code lives on the customer’s screen, not in their inbox. No email goes out before payment. The QR they show you is the order code.
A code is valid for about a day. If the customer no longer has it, they fill in your order form again and get a new QR.
A code can be completed once. Once the bill closes, the code has become a gift card and a second attempt is refused.
Once a bill has closed, cancelling or refunding it does not undo anything. Papaya sends VEXiON nothing when a closed bill is cancelled or refunded, so a card that was funded stays funded, and a balance that was spent is not returned. Cancel a bill before it is paid whenever you can. If a paid bill has to be reversed, the balance must be corrected by hand in the VEXiON admin.
Never void a bill that created a gift card. The money leaves the drawer, but the customer keeps a funded card that has already been delivered to them.
Take the payment straight after the scan, and never leave a bill with a VEXiON GIFTCARD line open or parked. VEXiON credits the card only once Papaya confirms that the bill is closed, and keeps checking the bill for up to 24 hours. If the bill is not closed by then, the card is never funded and the balance must be added by hand. Normally the card is funded within about a minute of payment. Cancel that bill before it closes and nothing at all is credited. After a bill has closed the opposite is true, and a refund or a void undoes nothing, as the two warnings above say: the card stays funded and the balance has to be corrected by hand. If a customer has paid and the balance is still missing a minute later, check the card in the VEXiON dashboard and contact support.
On an order code, changing the quantity after the scan creates nothing. The ordered amount is checked again when the bill closes, so a bill that no longer matches funds no card at all. Scan the code again after any change to the line, while the bill is still open.
On a card sale or a top up, the line at closing time is what lands on the card. The amount comes from the sale line as the bill closes, so changing the quantity after the scan changes what the customer gets, and a quantity outside the range credits nothing. Scan again after any change, so that the message and the bill agree.
A bill that closes for less than the gift card line loads nothing. If the line is cut, or a discount reprices it after the scan, so that the bill is settled for less than the card was to be worth, VEXiON refuses the credit rather than funding a card nobody paid for. Re-scanning that bill cannot rescue it either: VEXiON answers a re-scan by saying the card can no longer be activated or topped up on that bill. Complete the sale and give the customer the bill number to quote to VEXiON support, who settle it by hand.
Scanning a card again after the bill funded it is not an error. VEXiON answers that the card was already credited, and nothing is loaded twice.
Checking a balance needs a scan on a bill. There is no balance enquiry of its own. On a bill with goods on it, a scan pays with the card. To look without spending, scan and then delete the VEXiON-GIFT line before payment.
Nothing is confirmed on screen at payment. The message only ever comes at the scan.
Euros only. Balances are never converted. A bill in another currency shows the euro balance with that currency’s symbol next to it.
One card, one bill. A card sale and a card payment cannot share a bill, and neither can two customers.
Can I use an item I already sell instead of creating a new one?
No. VEXiON recognises the sale by the brand word in the item name, so the item has to be the one described in Step 1. That is also the protection: an ordinary gift hamper in your menu can never load money onto a card by accident.
The cashier typed the amount but nothing happened.
The bill only changes when the card or the code is scanned. Add the item, type the quantity, and then scan. If the quantity was corrected after a scan, scan again.
The customer paid and the balance is still zero.
Give it a minute. VEXiON loads the money only once Papaya confirms that the bill is closed, which is normally within about a minute of payment. Check the card in the VEXiON dashboard after that. If it is still empty and the bill is still open, the credit can still arrive for up to 24 hours. If the bill is closed, check whether it closed for less than the gift card line. In that case nothing is loaded on purpose. Contact VEXiON support with the bill number.
Why is no discount added when we sell a card?
Because the bill is collecting money for the card, not spending it. A bill that carries the VEXiON GIFTCARD item never pays with a card, even if the customer’s card is full. Sell on one bill and let the customer pay on another.
Can we give a staff discount on a bill that sells a gift card?
No. Papaya’s discount reprices every line of the bill, so 20 % off turns a 50,00 € gift card into a 40,00 € one: the customer pays less and the card holds less. An order code is refused outright on a discounted bill. Sell the card on its own bill and discount the other one.
A customer says they were charged the wrong amount.
The card is charged for exactly what the VEXiON-GIFT line on the bill showed, never more. The limit is Max bill coverage in the dashboard, which is shared with cashback, so a small bill can take less off the card than the customer expected.
The customer's code will not scan.
They can read the code out from their screen. If they no longer have the QR, they fill in your order form again and get a new one. Either kind of code works whichever keyboard layout the till or the scanner uses.
We refunded a bill. What now?
Correct the balance by hand in the VEXiON admin. Papaya tells VEXiON nothing about a cancellation or a refund, so nothing happens on its own.
Does the card work at our other shops?
Yes. The balance is held by VEXiON, not by one till, and every till reads it live. Map each till’s sale place in the Location Mapping card (Settings > Integrations > Manage all mappings) so that the sales are credited to the right shop.
For the merchant’s own IT or accountant. Nothing here needs to be done by hand.
VEXiON hears two things, and only two. Papaya calls VEXiON when a card is scanned on an open bill, and again when that bill is closed. Both calls happen only because of a scan. There is no other event, which is why every operation on this page begins with a scan.
The bill closing is the only signal. Papaya sends no separate “paid” flag, so the second call itself is what tells VEXiON the till completed the bill, which can happen before the money is tendered. A payment with a card is deducted on that call. Funding a card is not, because Papaya still reports the bill as open when it makes that call, so VEXiON asks again until Papaya confirms that the bill is closed and loads the money only then. It asks again after 20 seconds, 1 minute, 5 minutes, 30 minutes, 2 hours and 6 hours, and then every hour, and stops 24 hours after the scan. A bill that is still open then is not funded.
The redemption line. VEXiON returns one coupon at a zero VAT rate, named VEXiON-GIFT, applied to the whole bill. Papaya prints it as VEXiON-GIFT (refund), and the bracketed word follows the till’s own language. Only one VEXiON coupon can be on a bill at a time.
The sale line. The card sale is the merchant’s own item at 0 % VAT, priced 1,00 with the amount as the quantity. VEXiON never creates or edits it.
What VEXiON records for every sale, top up and completed code: a gift card transaction (the amount paid, the bonus, the total loaded) and the card’s new balance. Spending records a transaction and the deduction. Each transaction carries the till it came from, and the location when the till is mapped.
VAT. The sale line goes out at 0 % and the redemption comes back as a zero-rated voucher line, so the redemption is always separately visible in the takings, apart from the goods. How that is booked is your accountant’s decision. VEXiON takes no position on it and this is not accounting advice.
